Senior Administrative Secretary

Texas A&M University System; Victoria (TX); On-site; USD 18,000 - 26,000; Full time

Job summary

Texas A&M University-Victoria is seeking a Senior Administrative Secretary to provide administrative and financial support to the College of Education & Health Professions and the Nursing Program.

The role requires a high school diploma and five years of related experience; duties include maintaining records, processing forms, monitoring accounts, travel arrangements, HR tasks, and event support. Starting wage is $16.00/hour and negotiable based on education and experience.

Qualifications

• High school diploma or equivalent combination of education and experience.
• Five years of related experience.

Responsibilities

• Maintains administrative, academic and fiscal records.
• Verifies, prepares, processes, and reviews forms and other documents.
• Assists with monitoring accounts and expenditures; ensures compliance with guidelines.
• Prepares correspondence, reports, and memos, including confidential material.
• Coordinates travel arrangements and expense reports for department personnel.
• Processes HR and payroll functions and related documentation.
• Answers calls and visitors; supports meetings and calendars.
• Plans and coordinates logistical support for events and meetings.

Skills

Administrative support

Attention to detail

Confidentiality

Communication skills

Multitasking

Education

High school diploma

Job description

Job Title

Senior Administrative Secretary

Agency

Texas A&M University - Victoria

Department

College of Education & Health Professions

Proposed Minimum Salary

Commensurate

Job Location

Victoria, Texas

Job Type

Staff

Job Description

Primary Responsibility : Works under general supervision and provides administrative and financial support to the College of Education & Health Professions and the Nursing Program.

Primary Duties:

Maintains a variety of administrative, academic and fiscal records. Receives, verifies, prepares, processes, and reviews forms, and other documents. Assists with monitoring accounts, and expenditures, ensuring compliance with state and university guidelines. Assists supervisor with administrative needs and special projects as assigned.

Prepares and routes correspondence, reports, forms, and memos, including material of confidential nature.

Processes and monitors various departmental contracts, grant transactions, and departmental invoices for payment.

Reconciles university credit card purchases and prepares associated expense reports.

Coordinates and prepares travel arrangements and itineraries and related documentation for department personnel and prepares expense reports for travel reimbursements.

Processes human resources and payroll functions and completes related HR documentation, as assigned.

Answers, directs phone calls and visitors; may maintain administration calendars; arranges meetings; and interacts with senior administrators, external constituents and agencies, unit directors, staff and students, as needed or requested.

Plans and coordinates logistical and administrative support for events and meetings and provides on-site support.

Coordinates the purchasing of departmental program area equipment and office supplies. Tracks and orders desk copies.

Serves as department property custodian; monitors and completes annual inventory of capital assets.

Collects and maintains syllabi each semester; prepares and processes student academic appeals and issues, as requested by the Dean and Department Chairs

Performs other job-related duties as assigned.

Supervisor:

Manager of College Business Operations

Subordinates:

None. Provides functional guidance and training to student workers

Job Requirements:

Education and Experience:
High school diploma or equivalent combination of education and experience.
Five years of related experience.

Knowledge, Skills and Abilities:
Knowledge of word processing, spreadsheet, and database applications. Attention to detail, planning and organizational skills. Ability to work with sensitive information and maintain a high degree of confidentiality. Excellent written, communication, analytical, and interpersonal skills. Ability to work in a fast-paced, high stress environment. Ability to multitask and work cooperatively with others and ability to work independently once given a project. Lifting of light to medium weight items. Local travel and minimal evening or weekend hours may be required.

Working Condition:

Work is primarily performed in an office environment with regular computer use and interaction with campus personnel.

Required Attachments:

• Cover Letter
• Resume
• List of Professional References

Starting salary for this position is $16.00/hour and is negotiable depending on education and experience.

Texas A&M University-Victoria Values

Together We Rise

W isdom

E xcellence

R espect

I ntegrity

S tudents

E mpathy

Setting

Texas A&M University-Victoria is the most recent addition to the Texas A&M University System. The University was founded in 1973 as part of the University of Houston System and was transferred to the Texas A&M University System during the 89th Texas Legislative Session. A&M-Victoria is the only four-year university in a 100-mile radius and is just 30 miles from the Texas Gulf Coast. The University is a Hispanic-Serving Institution located in the Coastal Bend region of Texas. It serves the educational needs, promotes economic well-being, and advances the community and region’s quality of life through teaching, research, and service excellence. The university is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), and it offers more than 50 academic programs, as well as concentrations and certificates. The university also has several accreditations for specific areas and programs, including from the AACSB, ABET, CACREP and CCNE. In addition to its recent transition into The Texas A&M University System, A&M-Victoria is in the process of adding academic programs in three major areas: aviation, agribusiness, and engineering. In addition to academic excellence, A&M-Victoria has a thriving Athletics program that offers six competitive teams: baseball, softball, men’s and women’s soccer, and men’s and women’s golf. The Jaguars are part of the National Association of Intercollegiate Athletics (NAIA), and the baseball, softball and soccer teams compete in the Red River Athletic Conference. The golf teams compete in the Association of Independent Institutions Conference. Learn more about Texas A&M University-Victoria’s history, academic programs, and campus facilities here.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.